Job Opening

Posting Title: Administrative Assistant, G5 [Cancelled]
Job Code Title: ADMINISTRATIVE ASSISTANT
Department/Office: Economic and Social Commission for Western Asia
Duty Station: BEIRUT
Posting Period: 21 September 2021 - 20 October 2021
Job Opening Number: 21-Administration-ESCWA-164329-R-Beirut (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The Economic and Social Commission for Western Asia (ESCWA) forms part of the United Nations Secretariat and, like the other regional commissions, operates under the supervision of the United Nations Economic and Social Council. ESCWA comprises 20 Arab countries in Western Asia and North Africa. ESCWA provides a framework for the formulation and harmonization of sectoral policies for member countries, a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA activities are coordinated with the divisions and main offices of the Headquarters of the United Nations, specialized agencies, and international and regional organizations, including the League of Arab States and its subsidiary bodies, and the Gulf Cooperation Council.

This post is located within the ICT Section (ICTS), under the Resource Management and Service Development Division (RMSDD) of ESCWA. ICTS is part of the global UN ICT community headed by Chief Information Technology Officer (CITO) and partners globally to continue to modernize, transform and innovate ICT in the UN, while strengthening governance and optimizing resources. ICTS/RMSDD provides ICT services and support to ESCWA and UN entities. It includes management of ICT infrastructure and information security; acquisition and management of ICT equipment (inventory and assets); customer support through the Integrated Service Desk and fax unit; videoconference service provision; development, deployment and support of enterprise applications, local applications, Web applications, Mobile applications; reporting, analytics and dashboarding.

The Administrative Assistant will be under the general supervision by the Chief, ICTS.

Responsibilities

Within limits of delegated authority and under the overall guidance of the Chief, ICTS, the Administrative Assistant will be responsible for the following duties:

•Assists with day-to-day administration of ICTS service desk outsourced contracts between the UN and external contractors.
•Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
•Processes the payment of contractors' invoices and monitors payments.
•Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
•Provides advice and guidance to staff with respect to ICTS administrative procedures, processes and practices, liaising with central administrative services as necessary.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters ICT service desk and at ESCWA.
•Updates internal databases and maintains files (both paper and electronic) for work unit.
•Performs general administrative tasks (e.g. leave and attendance recording, UN grounds passes and parking permits, etc.)
•Coordinates ESCWA RMSDD service desk.
•Receives and logs local and enterprise service requests in the request management system (customer relationship management (service desk module) or CRM) with minimum delay.
•Generates relevant statistical reports on service desk performance.
•Receives, unpacks, and inspects selected incoming IT equipment or consumables.
•Maintains and updates assets and asset transactions (notifications, reservations, etc.) in the automated inventory management system/ERP in accordance with established procedures.
•Monitors inventory levels of various ICT equipment and consumables, and alerts supervisor when low thresholds are reached.
•Performs functions related to equipment disposal.
•Generates equipment statistical reports.
•Performs other duties as assigned.

Competencies

• PROFESSIONALISM:

Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

•TEAMWORK:

Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

•PLANNING AND ORGANIZING:

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

High school diploma or equivalent is required.

Work Experience

At least five years of experience in administrative services, finance, accounting, audit, human resources or related area, is required.
At least five years of experience in help desk office support or related area is required.
At least three years of experience processing transactions in an Enterprise Resource Planning system (ERP) is required.
Experience in using reporting tools is desirable.
Experience in Customer Relationship Management – Service Desk Module (CRM) is desirable.
ITIL Foundation certificate is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. In addition, Arabic is a working language at ESCWA.

For this position, fluency in English is required. Fluency in Arabic is desirable.

Note: "Fluency" equals a rating of "fluent" in all four areas (speak, read, write, and understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

Assessment

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST per applicable eligibility guidelines.

Evaluation of qualified candidates will include assessment(s) and a competency-based interview.

Special Notice

•This position is available for one year from the date of appointment/assignment. Extension of the appointment/assignment is subject to availability of funds, extension of the mandate, continued need for services, and satisfactory performance.
• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
• Candidates are fully responsible for all arrangements and costs for attending all assessments and interviews. All candidates shall receive the same notice period for attending the assessments and interviews.
• A formal offer of appointment shall not be issued unless the candidates has the legal right to live and work in Lebanon. The candidate is fully responsible for all costs and arrangements related to travel and relocation (including visas and permits) to the duty station and for continued employment at ESCWA.
• Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.
• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
• At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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